IT, Digitalization and system management Officer Full Time NEW

Job Summary

FHE uses the JEOP portal – a robust data management system. The portal is designed to automate and simplify key processes such as VBT, MBL, and payroll generation. Additionally, it automates the preparation of weekly and monthly commodity tracking reports. The JEOP portal benefits the program by enabling more timely tracking of commodity movements, improving the identification and tracking of program participants, enhancing data quality, and fostering the use of data for more informed and better decision-making. The system is ready for use and has been piloted in several woredas; training and rollout across all partners is in progress

Principal Responsibilities

1. Key Result #1 – Implementation and Coordination
   • Support the implementation of the JEOP data management system (JEOP Portal). This includes providing feedback and recommendations on data collection tools and systems for JEOP monitoring and evaluation, early warning, and operations activities.
   • Ensure the JEOP portal is accessible to relevant staff and that technical requirements, such as tablet and internet connectivity, are met.
   • Ensure all relevant staff have appropriate access to the JEOP Portal by creating user accounts and assigning the correct permissions based on their roles and responsibilities within the system. This includes coordinating with a field team to identify users, setting up their accounts, and verifying their credentials.
   • Oversee the accurate and timely entry of data into the portal, ensuring alignment with JEOP data quality standards.
   • Coordinate with the FH IT team for escalation and resolution of complex issues.
   • Ensure the safeguarding of FH JEOP electronic property, specifically electronic gadgets such as tablets, internet dongles, and smartphones.
   • Ensure that all devices are kept up-to-date with the latest software updates, antivirus, and security patches as directed by the JEOP team.
   • Serve as the first point of contact for technical issues related to the portal within the organization.
   • Facilitate and run training sessions on JEOP’s commodity data collection tools and system for field staff. Assess the capability of field staff to use tools and systems and deliver training and technical backstopping as needed.
   • Perform user acceptance testing with CRS and Project Balance to test JEOP data management systems and digital forms in the office and in the field.
   • Facilitate and run training sessions on JEOP’s data collection tools and system for partner JEOP staff. Assess the capability of all relevant staff to use tools and systems and deliver training and technical backstopping as needed.

    

   Key Result #2 –Monitoring, Reporting and partnership/networking

   • Coordinate and closely work with CRS ICT4D team and FH IT team throughout the implementation of the JEOP data management system. Oversee the development of data management and governance guidelines, data dictionaries and other documents required to support effective data provision, use and security and ensure these documents are kept up to date.
   • Maintain relationships and support communication of system user feedback and business requirements between CRS, partners and Project Balance team.
   • Ensure project documentation for device management and digital data collection is complete with all required documents and is filed per CRS and donor requirements.
   • Provide day-to-day support for field staff on the successful implementation of the JEOP data management system.

   Key Result #3 – Capacity building

   Plan, organize and facilitate capacity building training for FH commodity management staff in collaboration with commodity Managers and technical coordinators

Organizational Culture

• Promote the integration of FH’s Culture within the digital ecosystem
• Ensure that all digital initiatives align with the organization’s spiritual mission and vision.
• Provide guidance and support to ensure that digital tools and platforms contribute to the spiritual formation and development of staff, volunteers, and community members.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation, abuse, and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out with honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations of stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚ Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization levels.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff is conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

Safety & Security Responsibility

⮚ Each FHE staff member should adhere to all pertinent policies concerning the safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member must learn and understand the security situation where they are located.

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security. This includes but is not limited to, personal safety, road safety, etc.

⮚ He/she has a responsibility to become familiar with social, cultural, and other associated features of their duty stations;

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.

⮚ All FHE staff should promote safe conduct and exercise

Education/Certifications

• Bachelor’s degree in computer science, Information systems, Software engineering and related fields required.
• At least 3 years of experience required in areas related to digital data collection tool and system development, database development and management and rollout of digital tools and systems to users.
• Minimum of 3 years of work experience in project support, ideally in the field of digital data collection, device management and digitalization in an INGO sector.
• Experience training frontline/field-based staff and conducting training sessions for various groups of system users.
• Experience with Kobo, CommCare, Power BI, GIS or similar data collection, management, and analysis tools.

This JD is subject for Revision

due to the urgent need for the position, applications may be shortlisted on a rolling basis